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SWAN Migration Update
SWAN Quarterly MeetingPresented by Aaron Skog, SWAN Executive DirectorRAILS Burr RidgeDecember 4, 2014
Timeline Team Updates Training Plan Mentor Enterprise Survey
Results Pick Up Anywhere E-Commerce
Recommendation & Discussion
Migration: Updated Timeline 12/4
GO LIVE4/14
StartWed 6/11/14
FinishWed 4/15/15
Install WorkflowsImplementation Team
9/1
Suspend Tech Services4/4
Start to Offline Circ4/11 – 4/13
July 21 September 11 December 21 February 11 April 1
Project Prep SWAN Core Training
9/15 - 1/16
3rd Party Int.
Enterprise Config. SVA
In Person Library Staff Training
2/3 - 4/10
Install Symphony Production Environment
7/16
Load Policies
8/13
Unique Management Onsite1/23
Library Staff Access Mentor11/10
Symphony 3.5 Upgrade
12/23
Install Workflows All Library Staff
1/16
Final Data Call and Data Resolutions
3/23
Quarterly12/4
Test Data Load
PolicyProfiling
November 1
Member
Libraries
SWAN staff
4
June 2014 Server Hardware Build-Out
July 2014 Operating System Installation and
Configuration SWAN Staff Sandbox Testing Operating System Testing SD Symphony 3.4 Installation Data Profiling and Policy Load
August 2014 Initial Data Load
September 2014 Core Training for SWAN Initial Workflows Installations
SirsiDynix Migration: Project Dates
October 2014 Training Continued Enterprise (OPAC) confi guration
November 2014 Performance Testing & Benchmarks
of Hardware 3 rd Party Integration (Ongoing) SVA (Auto Dialer) Installation and
Confi guration Additional Workfl ows installations
and testing
December 2014 Complete Sip2 Confi guration Upgrade from Symphony 3.4 to 3.5 Online payment confi guration
(BLUEcloud Commerce) Clone Symphony Production to
Symphony Practice system
5
SirsiDynix Migration: Project Dates
January 2014 Release Symphony Workflows
staff client SWAN staff training in Lehi, UT
on application programming interface (API)
SirsiDynix onsite trainers working with SWAN staff & trainers & acquisitions libraries & six cataloging libraries & serials users
Unique Management onsite configuration of Symphony Debt Collect
Acceptance Tests of Symphony ILS servers
February 2014 Library staff trainingMarch 2014 Library staff trainingApril 2014 Suspend Technical Service
Cataloging April 4 – April 13 Send authority, item, bib, acq,
serials data to SD Circulation stops & Offline begins
April 11 – April 13 GO LIVE Tuesday April 14
Migration Teams
•Lending & Borrowing•Patron Notification•Security
Profiling
•MARC & Item•Patron fields•Types/Groups•Mapping
Data Migration
•Acquisitions•Cataloging Group•Circulation•Searching
Training
•UX for Discovery/OPAC•77+ Profiles•Enlist library grpSearch
•eResource Central setup•Collection mgmt
E-books
•EBSCO Discovery Service•Online Subscriptions IntegrationEDS
•Self-checks•Peripheral hardware (spine labels, etc.)•RFID, AMH3rd Party Integration
•Online patron payments•Debt Collect•RB Billing•Credit Cards
Financials
•Analytics•Ad Hoc Rpts
Reports
•Info for Patrons•Enlist Library PR staff
PR
•SD person on site 3 days (pre, during, post)
Go Live
• Address issues• 12 weeks of
phone calls• SWAN staff
grp“Sure Start 12”
• BookMyne+• MobileCirc
Mobile
• Facebook app• Enlist library
grp?
Social
• Portfolio• Conversion• OMAI
harvesting
Digital Collections
Befo
re G
o
Live
Aft
er
Go
Live
Profiling Team
SWAN Staff Building Symphony Required Codes & Counts
Libraries (84) Locations (236) User Profile (198) User Categories: 12 types (700+) Item Types (160+) Item Categories Loan Periods (21) Circulation Rules (99) Billing Structure Circulation Map (1,300) Hold Map (670)
COMPLETE
Data Migration Team
Patron Records Checkout records Holds Bibliographic
MARC Item Records Acquisition Order
Records Serial Records
Process: Load data &
evaluate Report issues to
SD data load specialist
Adjust mapping Wipe out data Repeat until
perfect
UNDERWAY
User Experience Team
UX & Discovery team: 3 library staff & SWAN migration staff Completed Enterprise
Administration Training Reviewed Options Participated in Enterprise
Consulting Calls Proposed Enterprise Rooms
training (see survey #4) November 24 Meeting
with 4 SirsiDynix Consortia CCS, LINC, MAGIC, & RSA Enterprise Q&A
UNDERWAY
Public Relations Team
2 Meetings to Date Communication plan Talking points Create tools or graphics for library use Contribute content to a patron-facing
support site
UNDERWAY
Public Relations Team
Message for Patrons (newsletter blurb)New Library Catalog Coming This SpringMembers who enjoy using the library catalog to find and order books will have a lot more to like, starting this spring. Your Name Library, in connection with other public libraries in the SWAN library consortium, will switch over to a new software system in April 2015. The catalog will be easier to search and will offer many new features to enhance your library experience. Our newsletter and other member communications will provide more details as they become available. Using your library is about to get even better.
Sent out via SWANcom Posted in Migration Bulletin
EBSCO EDS Team
Purpose EBSCO EDS = EBSCO
Discovery Service “Application Programming Interface” (API)
Connects Library Subscription Databases with new OPAC Enterprise
Led by SWAN Special Projects Coordinator Rebecca Malinowski
Meetings with EBSCO Completed
SWAN Survey #2: Library Resources compiled and sent to SD & EBSCO
Work Completed EDS integration for
4 SWAN test libraries
1. Brookfield Zoo2. Elmwood Park
Publlic Library3. Morton
Arboretum4. South Suburban
College
UNDERWA
Y
Migration Training Plan
September: SWAN staff
begins distance
training with SirsiDynix
Early November: All
library staff have access to SirsiDynix
Mentor
January: Symphony Workflows
installed on library
workstations
February-March: All Staff Training• Combination
of hands on and demos, in person and webinar.
15
Migration Training Plan
SirsiDynix Mentor•1,853 Users Created•900 Staff have begun using Mentor•Required Classes & Recommended Classes in Migration Memo #3
16
Migration Training Plan
Common Issues with SirsiDynix Mentor•Problems with browser version•Pop Up Blocker•Staff progress quirks•Assigning Mentor Managers
17
Migration Training Plan
SWAN Solutions•Review documentation carefully•Watch SWAN YouTube Videos•Report issues migrationhelp@swanlibraries.net•Do not wait until January, start now
Cataloging Demo and Q&A (3 sessions): starting on
February 4th Hands On (13 sessions): March 24-April 10
Circulation Staff Training (3 programs/60 available
sessions): February 23-March 6 Supervisor/Manager Training (4 available
sessions): March 10th & March 12th Member Services Site Visits: March 24-April
10
Migration Training
Enterprise and Workflows Searching for Desk Staff (5 sessions) Feb. 23rd & 25th, March 3rd & 5th
Blue Cloud Analytics & Symphony Adhoc Reports
Serials (1 program/2 sessions) March 9th & March 11th
Acquisitions (2 days hands on training) Jan. 12th & 13th or Jan. 14th & 15th
Migration Training
104 Training Sessions Sessions Repeat In Person & Hands On
Acquisitions Cataloging Circulation Circulation Managers Enterprise OPAC Serials
YouTube recordings will be made available
Convenient Sites for Classes1. Blue Island Public Library2. Cicero Public Library3. Downers Grove Public Library4. Eisenhower Public Library District5. Glenwood-Lynwood Public Library6. Homewood Public Library7. Indian Prairie Public Library
District8. Northlake Public Library9. Oak Lawn Public Library10. Prairie Trails Public Library11. RAILS Burr Ridge 12. Tinley Park Public Library13. Woodridge Public Library
Migration Training
REGISTRATION NOW OPENLook for Migration Memo #4 After 12/4 Quarterly
Migration Training
Migration Surveys
1. Hardware & Peripherals Survey: Completed
2. Billing Survey: Completed3. Resource Lists (Database Integration
with EBSCO EDS): Completed4. Enterprise Survey, including Pick Up
Anywhere: Completed5. Holds, Receipts: Coming Soon6. Other Surveys: Possible, we are
learning & building as we go
Migration Survey #4: Enterprise
Thank you for completing this! Let’s review the responses
SWAN Enterprise Theme Choices
#4 Enterprise Survey ResultsSWAN is considering providing Rooms Training in January to give interested libraries time to add content to their Enterprise profiles. Are you interested in attending Rooms Training? Note: Choosing "yes" will not register you for a training session. Offerings will be scheduled after gauging interest and beginning initial Enterprise configuration.
63 Libraries Expressed
Interest
What are Enterprise Rooms?
#4 Enterprise Survey ResultsEnterprise Portfolio supports digital asset management, allowing libraries to incorporate locally digitized collections into the public catalog. SWAN will be configuring Portfolio for interested libraries after April 2015. Are you interested in using Portfolio to manage your digital collections?
29 Libraries: Yes30 Libraries: I’m not
sure17 Libraries: No
Pick Up Anywhere for SWAN
Migration Survey #4: Enterprise Survey & Pick Up Anywhere Each library Enterprise profile will have a list
of allowed pickup locations Libraries opting in must commit to 6 months
(April – Sept 2015) SWAN will present data at the Sept 2015
Quarterly Meeting A second enrollment period will occur in Sept
2015▪ Leaving or joining the service
Pick Up Anywhere for SWAN
Yes! Willing to Participate April – Sept 20151. Acorn Public Library District2. Alsip-Merrionette Park PLD3. Bedford Park Public Library District4. Bellwood Public Library5. Berkeley Public Library6. Berwyn Public Library7. Blue Island Public Library8. Bridgeview Public Library9. Broadview Public Library District10. Brookfield Public Library11. Chicago Heights Public Library12. Chicago Ridge Public Library13. Cicero Public Library14. Clarendon Hills Public Library15. Crestwood Public Library District16. Crete Public Library District17. Dolton Public Library District18. Downers Grove Public Library19. Eisenhower Public Library District20. Elmwood Park Public Library21. Evergreen Park Public Library22. Flossmoor Public Library23. Forest Park Public Library24. Frankfort Public Library District25. Glenwood-Lynwood Public Library District26. Harvey Public Library District27. Hinsdale Public Library28. Hodgkins Public Library District29. Homewood Public Library District30. Justice Public Library District
31. La Grange Park Public Library District32. La Grange Public Library33. Lyons Public Library34. Markham Public Library District35. Matteson Public Library36. Maywood Public Library District37. McCook Public Library District38. Melrose Park Public Library39. Midlothian Public Library40. Morton Arboretum41. Northlake Public Library District42. Oak Lawn43. Oak Park Public Library 44. Palos Heights Public Library45. Palos Park Public Library46. Park Forest Public Library47. Richton Park Public Library District48. River Forest Public Library49. River Grove Public Library District50. Riverdale Public Library51. Riverside Public Library52. Schiller Park Public Library53. Steger-South Chicago Heights Library District54. Stickney-Forest View Library District55. Thomas Ford Memorial Library56. Tinley Park Public Library57. Westchester Public Library58. Westmont Public Library59. William Leonard Public Library District60. Woodridge Public Library
Pick Up Anywhere for SWAN
Waiting Until Sept 20151. Beecher Community Library
District2. Chicago Heights Public
Library3. Indian Prairie Public Library
District4. Nancy L. McConathy Library
District5. North Riverside Public
Library District6. Prairie Trails Public Library
District7. South Holland Public Library
District8. Thornton Public Library9. Worth Public Library District
Not Participating (Special & College Libraries Exempt)1. Brookfield Zoo Library2. Morton Arboretum (Sterling
Morton Library)3. Prairie State College Library4. South Suburban
Community College Library
No Response/Awaiting Response5. Calumet City Public Library6. Calumet Park Public Library7. Summit8. University Park
Finances Team
Recommendation Online credit card and debit card payments made by patrons
in Enterprise OPAC should go directly to the SWAN library and no longer be held by the SWAN organization Funds can be scheduled at whatever frequency the library sets
(daily, monthly, etc.) To achieve this, each SWAN library must sign up for a credit
card merchant account with ProPay BLUEcloud Commerce with ProPay will provide libraries the
opportunity to integrate card swipes with Symphony SWAN Board approve $4,800 of the $500,000 migration
funds be set aside to purchase 1 ProPay magnetic stripe reader for each of the 77 SWAN libraries for later post-go-live deployment
Starting at April go-live, all online Enterprise payments funds made by patrons will go to the patron’s home library
Existing Process
Patron Pays in OPAC
PayPal (SWAN)
Credit Card
Merchant (SWAN)
Bank Account (SWAN)
SWAN Finance
SWAN Creates
Checks for 77 Libraries
(4 x Year)
Bank Account (Library)
SWAN Online E-Commerce Process
Credit Card
Merchant (Library)
Bank Account (Library)
Patron Pays in Library
Enterprise Profile
Recommended Process
ProPay
Each Library’s
Dedicated Profile
Funds arrive on schedule
library determines
SWAN Online E-Commerce Process
CURRENT ARRANGEMENT PROS
Easy for library (no merchant account)
100% Library participation
CURRENT ARRANGEMENT CONS
Library waits for check
Some libraries never cash the check (sad, but true)
Staff time on the quarterly reconciliation of funds received & amounts to be reimbursed
SWAN auditor raised concerns
#4 Enterprise Survey Results
Does your library currently accept credit cards at the circulation desk and/or self-check stations?
Yes responses1. Acorn Public Library District2. Alsip-Merrionette Park PLD3. Downers Grove Public Library4. Eisenhower Public Library District5. Elmwood Park Public Library6. Evergreen Park Public Library7. Forest Park Public Library8. Frankfort Bookmobile9. Frankfort Public Library District10. Hinsdale Public Library11. Indian Prairie Public Library District12. La Grange Park Public Library District13. La Grange Public Library14. Markham Bookmobile15. Markham Public Library District16. Midlothian Public Library17. Northlake Public Library District18. Oak Lawn19. Oak Park Public Library20. Riverdale Public Library21. Riverside Public Library22. Tinley Park Public Library23. Woodridge Public Library
SWAN may be able to provide libraries with one ProPay point of sale credit card terminal to enable credit card transactions at the circulation desk. Additional credit card terminals can be purchased for approximately $60. Does your library plan on using more than one credit card terminal?
Yes responses1. Acorn Public Library District2. Alsip-Merrionette Park PLD3. Berwyn Public Library4. Bridgeview Public Library5. Broadview Public Library District6. Cicero Public Library7. Clarendon Hills Public Library8. Crete Public Library District9. Eisenhower Public Library District10. Elmwood Park Public Library11. Harvey Public Library District12. Homewood Public Library District13. Indian Prairie Public Library District14. La Grange Park Public Library District15. Melrose Park Public Library16. Northlake Public Library District17. Oak Lawn18. River Forest Public Library19. Riverside Public Library20. South Holland Public Library21. Thomas Ford Memorial Library22. Westmont Public Library
#4 Enterprise Survey Results
How many new credit card terminals do you anticipate needing at your library, including the one SWAN may be able to provide?
Acorn Public Library District 2Alsip-Merrionette Park PLD 3Berwyn Public Library 4Bridgeview Public Library 2Broadview Public Library District 2Cicero Public Library 4Clarendon Hills Public Library 2Crete Public Library District 1Eisenhower Public Library District 1Elmwood Park Public Library 3Harvey Public Library District 0Homewood Public Library District 3Indian Prairie Public Library District 3La Grange Park Public Library District 3Melrose Park Public Library 3Northlake Public Library District 2
Oak Lawn 3River Forest Public Library 1Riverside Public Library 2
South Holland Public Library 5
Thomas Ford Memorial Library 2Westmont Public Library 5
#4 Enterprise Survey Results
56
Finances Team
Next Steps Quarterly feedback SWAN Board December 21 Meeting
Should each SWAN library have a ProPay account?
Approve funds for 77 ProPay swipes?
Finances Team
Remaining Tasks of Finances Team Symphony Debt Collect Integration with
Unique Management Services RB & ILL Reimbursements: RAILS Finance
& SWAN Member Services
Finances Team
December 4 Quarterly Meeting Presentation by SirsiDynix Justin Swain on payment options & sign-up
Questions & DiscussionAaron Skog, aaron.skog@railslibraries.info
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